<div dir="ltr"><div>hi,</div><div><br></div><div>more about the planning community session in future.</div><div><br></div><div>Best,</div><div><br></div><div>Rafik</div><div><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><br></div></div></div><br><div class="gmail_quote gmail_quote_container"><div dir="ltr" class="gmail_attr">---------- Forwarded message ---------<br></div><br>
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<p class="MsoNormal">Hello everyone, and thanks for the follow up and additional suggestions, Alejandra! If I may, I’d like to follow up on the topics you raised in your email, in the hope that this conversation will serve to clarify matters for those who may
be newer to this meeting planning group, and also to facilitate further discussions and analysis as may be needed.<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal"><u>On the process for proposing and selecting plenary topics</u>:<u></u><u></u></p>
<p class="MsoNormal">You are absolutely correct that there was a fairly detailed process for this. However, we had received feedback that the process seemed disproportionate to the need, especially as it might have served to encourage groups to submit more
proposals for consideration rather than seek early consensus on whether there were indeed any topics that were both timely and clearly of broad community interest. In addition, several community members raised a concern that the voting mechanism may have inadvertently
resulted in a perception that some community groups had a greater impact on the outcome than might have been intended. As our resumption of hybrid meetings post-Covid also saw a steady increase in the number of sessions across the board, and given the consistent
feedback about the need to minimize conflicts, the approach toward plenary session planning evolved into a more straightforward model where the initial production calls would include an agenda item intended to see if one (or two) topics emerged early on and
quickly, that most SOAC groups could readily agree on as meriting a plenary slot at the next ICANN meeting.
<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">We agree with you that, whatever process is used to select plenary topics, it needs to be transparent, inclusive, and objective.
<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">We are also cognizant that this group is currently awaiting a proposal from the SSAC on Internet resiliency, which was noted on the last production call.<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">With all of the above in mind, what staff would like to propose for ICANN86 in June is that we issue a request for proposals to this community meetings planning group well ahead of the first production call, with the requisite details as
to topic, format, desired outcomes, confirmed speakers, etc. Our hope is that this will provide the group with ample opportunity to review any proposals received in advance of the first production call, such that you are able to take a group decision relatively
quickly and soon on whether to have a plenary session (or two), and if so which topic(s) should be placed in that slot(s).<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal"><u>On reverting to use of the terminology around a “plenary session”</u>:<u></u><u></u></p>
<p class="MsoNormal">We are happy to do so, if this is what this group thinks is the clearer and more appropriate description. There had been some prior feedback that some meeting participants found the word confusing or misunderstood what it meant, especially
as individual SOAC groups were also using the word to describe high-interest topical sessions that they were organizing. As a result, staff had thought it might be easier to use the term “Community Session” (or similar) to indicate that a specific session
is on a topic selected, organized, and led by the community.<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal"><u>On the Board-Community dialogue session</u>:<u></u><u></u></p>
<p class="MsoNormal">We acknowledge the SOAC Chairs’ view that was expressed at the Dublin Roundtable, to take this suggestion back to the How We Meet project group. As we began preparations for ICANN85, however, we realized that the project group had not only
agreed on the idea, but had also completed its work and thus effectively disbanded. As a result, we thought it might be helpful to place this suggestion before the Community Meetings Planning Group, to gauge the level of interest in implementing the recommendation
as soon as at ICANN85 and to solicit ideas about how such a session might be organized and presented.<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">As mentioned on the initial production calls, the Board is very interested in collaborating with the community to ensure that this type of session meets mutual expectations, which is also why we solicited this group’s input and suggestions.
You may recall that we had also suggested viewing the first few iterations as a pilot, from which we (meaning the Board, org, and community) can derive useful lessons learned about for future planning of these sessions.<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">I hope this follow up is helpful; thank you all for the thoughtful feedback and collaborative planning!<u></u><u></u></p>
<p class="MsoNormal"><br>
Cheers<u></u><u></u></p>
<p class="MsoNormal">Mary<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Dear Nathalie<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Thank you for the summary and the updated documents.<br>
<br>
About the second plenary session, I wanted to share a quick note. In the past, we used to receive a survey that asked for things like:<u></u><u></u></p>
<ul type="disc">
<li class="MsoNormal">
Submitter information (name, email, and the SO/AC represented),<u></u><u></u></li><li class="MsoNormal">
Whether a plenary was needed,<u></u><u></u></li><li class="MsoNormal">
Our order of preference for the proposed topics (with short descriptions), along with an option to flag topics that might not be broad enough for a plenary.<u></u><u></u></li></ul>
<p class="MsoNormal">The results were then summarized and balanced proportionally for submissions coming from the same SO/AC.<br>
This approach made the process more objective, transparent, and inclusive, especially for people who couldn’t join the Planning calls but still wanted to participate.<u></u><u></u></p>
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<p class="MsoNormal">Would it be possible to return to this process for evaluating all plenary topic proposals?<br>
<br>
I also wanted to ask if we could please keep using the existing terminology: “Plenary sessions” instead of “Community sessions”. Maybe it’s just me, but the change in wording feels a bit confusing.<br>
<br>
Regarding the Board and Community Discussion: according to the notes from the SO/AC Chairs Roundtable in Dublin, this topic was meant to go back to the “How We Meet” team for more work on its purpose and structure. Are we getting a bit ahead of ourselves here?
If the goal is to avoid topic overlap while engaging with the Board, wouldn’t it make sense for the Board to be involved in shaping the session?<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Best regards,<u></u><u></u></p>
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<p class="MsoNormal">Alejandra<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal"><span style="color:#8e7cc3">*******************************************
<br>
Work like you don't need the money. <br>
Love like you've never been hurt. <br>
Dance like nobody's watching. <br>
Sing like nobody's listening. <br>
And live like it's Heaven on Earth. <br>
*******************************************</span><u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">On Tue, Dec 2, 2025 at 2:26 PM Nathalie Peregrine via SOAC-Leaders-ICANNMeeting-Planning <<a href="mailto:soac-leaders-icannmeeting-planning@icann.org" target="_blank">soac-leaders-icannmeeting-planning@icann.org</a>> wrote:<u></u><u></u></p>
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<p class="MsoNormal">Dear all,<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Thank you to those who joined the call and who shared their feedback before the call and on it, it was extremely helpful.<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">For those who missed it, please find the recording
<a href="https://urldefense.com/v3/__https:/icann.zoom.us/rec/play/qYQYH0mJsBO1q92wKRxFeIDPc7_bAb6-Xs2q3eACvKezaS7uJ0P9cMJum-LwDz_Fc3_sYFXuQA5WAuFc.fR0sR6NtsYu9PBHl__;!!PtGJab4!8ON4mEq6s_NcRlwBkpbrc0j1dAE4r4U3oo4zdz5gQtgfDajSHjj74c6O8FOSPPUHET7A4OprUXBHmTKy83v6utGLkovXf58aWw$" target="_blank">
here [icann.zoom.us]</a> and the slide deck attached. <u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Feedback from the second Production call:</span></b><u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<ul type="disc">
<li class="MsoNormal">
<b>Reminder of feedback received on the Meeting Planning list:</b><u></u><u></u></li></ul>
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<u></u><span style="font-size:10.0pt;font-family:Symbol"><span>·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u></u>General agreement that the Geopolitical Forum should take place during Prep Week<u></u><u></u></p>
<p class="MsoNormal" style="margin-left:.75in">
<u></u><span style="font-size:10.0pt;font-family:Symbol"><span>·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u></u>Agreement that one of the Community Sessions should be dedicated to the Review of Reviews (now on block 1 Thursday as per CCG Co-Chairs request)<u></u><u></u></p>
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<u></u><span style="font-size:10.0pt;font-family:Symbol"><span>·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u></u>Other topics suggested for a possible second session: DNS Abuse (NCSG), WSIS +20 (ccNSO), How to Shorten the Time to Produce Effective Policies (EURALO), NXR Round update if warranted (RySG)<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<ul type="disc">
<li class="MsoNormal">
<b>Feedback received during the call:</b><u></u><u></u></li></ul>
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<u></u><span style="font-size:10.0pt;font-family:Symbol"><span>·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u></u>Further information required for a final decision on the WSIS+20 Lessons learned session. Suggestion to add “& Next Steps” to the session title.
<u></u><u></u></p>
<p style="margin-left:1.5in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif">
</span><u>Action item</u>: Mary & Nathalie to reach out to staff colleagues for more information on the session plan.<u></u><u></u></p>
<p class="MsoNormal" style="margin-left:.75in">
<u></u><span style="font-size:10.0pt;font-family:Symbol"><span>·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u></u>SSAC proposal for an additional community session topic on Internet Resiliency.
<u></u><u></u></p>
<p style="margin-left:1.5in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif">
</span><u>Action Item:</u> Ram to send session description to the planning mailing list for further discussion.<u></u><u></u></p>
<p class="MsoNormal" style="margin-left:.75in">
<u></u><span style="font-size:10.0pt;font-family:Symbol"><span>·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u></u>RySG request for a Board & Exec Next Round Q&A session during ICANN85
<u></u><u></u></p>
<p style="margin-left:1.5in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif">
</span><u>Action item</u>: Mary & Nathalie to reach out to staff colleagues for outline of next round sessions planned<u></u><u></u></p>
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<u></u><span style="font-size:10.0pt;font-family:Symbol"><span>·<span style="font:7.0pt "Times New Roman"">
</span></span></span><u></u>Board & Community Discussion session: decision yet to be finalized
<u></u><u></u></p>
<p style="margin-left:1.5in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif">
</span><u>Action item: </u>Community leaders to provide suggestions regarding format and timing of the session on the mailing list.<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Please find the block schedule updated with the recent input attached to this email.
<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">As a reminder, there are no further Production calls planned given the approach of the holiday season. Staff will be providing further information in keeping with the above assigned
action items as soon as possible.<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Thank you all once again for your participation on the mailing list and on the call,<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Kind regards,<u></u><u></u></p>
<p class="MsoNormal"> <u></u><u></u></p>
<p class="MsoNormal">Mary & Nathalie<u></u><u></u></p>
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<p class="MsoNormal">_______________________________________________<br></p></div></blockquote></div></div></div><br></div></div>